Option B: Giving External Reviewers Access to Scholarship Materials Online

Instructions to Dossier Manager

  • Rename the site copied by the candidate for use by external reviewers.
    • Enter the copy site in Blackboard, and scroll down the left menu until you reach Course Management-Control Panel-Customization.
    • Click on Customization and then click on Properties.
    • In the Properties screen, give the new name in the box where it says "Course Name," e.g., call it "FirstName LastName External Dossier."
    • Leave all the other options alone, and click on the Submit button.
  • Change the candidate to student status in the external dossier site.
  • Remove the candidate from the external dossier site.
  • Add external reviewers as users to the site.
    • Go to my.wm.edu and click on the Bb Blackboard icon.
    • On the Blackboard login page, click on Blackboard Course Generator.
    • On the Central Authentication Service page, enter your WMuserid and Password.
      • At the Blackboard Course Generator page, on the menu at the left, click on "Request a Non-WM Blackboard User."
      • In the form that appears, provide the first name, middle initial, last name, and email of the person you wish to add.
      • Give a date at which that person will no longer have access to the site in the box marked "Needed Until."
      • In the box marked "Enroll In," scroll down until you see the name of the external dossier site.
      • In the box marked "Role," use the drop-down menu to select "Student."
      • Click on the box labeled "Create User."
    • Note that you will need to request a Non-WM Blackboard User for each external reviewer.
  • Create an Assignment in the external dossier site for external reviewers to upload their letters.
    • Within the Blackboard external review site, in the menu at the left, click on Secure External Materials.
    • Click on Unredacted External Reviewer Letters.
    • In the menu in the middle of the screen, click on Assessments and use the drop-down menu to select "Assignment."
    • In the "Create Assignment" screen, in the box marked "Name and Color" type in "External Reviewer Letter."
    • In the instructions box, inform the external reviewers the following:
      • You will be uploading your letter in this Assignment.
      • Once you enter the assignment in Blackboard, you will see a place for assignment submission. Scroll down to where it says "Attach File," and then click on "Browse My Computer."
      • Browse to where you have stored your letter on your computer and then click on it to upload it.
      • Click "Submit" to upload the letter.
    • Under "Points Possible," put the number 1.
    • Click on "Submission Details," and then click on the drop-down box "Number of Attempts" and select "Unlimited Attempts."
    • Leave everything else on the "Create Assignment" page alone, scroll down to the bottom, and click "Submit."
  • Create another Assignment in the external dossier site for external reviewers to upload their CVs:
    • Within the Blackboard external review site, in the menu at the left, click on Secure External Materials.
    • Click on Unredacted External Reviewer Letters.
    • In the menu in the middle of the screen, click on Assessments and use the drop down menu to select "Assignment."
    • In the "Create Assignment" screen, in the box marked "Name and Color" type in "External Reviewer CV."
    • In the instructions box, inform the external reviewers the following:
      • You will be uploading your CV in this Assignment.
      • Once you enter the assignment in Blackboard, you will see a place for assignment submission. Scroll down to where it says "Attach File," and then click on "Browse My Computer."
      • Browse to where you have stored your CV on your computer and then click on it to upload it.
      • Click "Submit" to upload the CV.
    • Under "Points Possible," put the number 1.
    • Click on "Submission Details," and then click on the drop-down box "Number of Attempts" and select "Unlimited Attempts."
    • Leave everything else on the "Create Assignment" page alone, scroll down to the bottom, and click "Submit."
  • Once the external letters have been received, redact them to remove or block out the name of the evaluator, the evaluator’s institution, and any identifying references.
  • Save the electronic redacted letters so that they are in .pdf or .doc form.
  • Load the redacted version of the letters onto the Blackboard site. To do so, follow the instructions below.
    • Enter the Blackboard site, scroll down to Department Review on the menu on the left side, and select External Evaluation (Redacted).
    • Click on the folder marked "External Evaluations."
    • To upload into the folder, click on the folder name, then roll the cursor over the "Build Content" button in the horizontal menu to the right.
    • In the Create menu that appears, click on the "File" item.
    • In the Create File menu, in the "Select File" area, give the file you are uploading a name. Make sure that the name does not include any identifying information about the referee (e.g., call it "Reviewer1", "Reviewer2", etc.)
    • In the Find File area, click on the Browse My Computer button and navigate through the file system on your computer to find the file you wish to upload. Click on the file, and then click on the "Open" button to select it. It will then be listed on the Blackboard site for upload.
    • Leave all the other options as is and click on the "Submit" button at the bottom of the page to upload it.
  • Once the redacted external reviewer letters have been uploaded, complete the dossier.